...Learning Objectives: • Apply the three-step writing process to negative messages • Compare and contrast the direct and indirect approaches to negative messages, including when it is appropriate to use each one • Identify the risks of using the indirect approach and explain how to avoid problems • Explain the importance of maintaining high standards of ethics and etiquette when delivering negative messages • Explain the role of communication in crisis management • List and discuss three guidelines for delivering negative news to job applicants Goals of Negative Messages • Convey the message • Gain acceptance of the bad news • Maintain as much goodwill as possible • Maintain a good corporate image • Minimize future correspondence The Three-Step Process • Planning o Analyze situation → Gather information → Select Medium → Get Organized • Writing o Adapt to the audience → Compose the message • Completing o Revise → Produce message → Proofread message → Distribute Message Negative Messages • Consider alternate approaches • Acknowledge cultural variations • Consider audience characteristics • Maintain ethical standards Choosing the Approach • Predicting the audience’s reaction • Knowing the audience’s preferences • Judging the importance of the news • Preserving working relationships • Getting the reader’s attention • Following organizational guidelines The Direct Approach • State the bad news • Give reasons • End with a positive close ...
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...Memo To: Carolyn Smythe From: Director of Human Resources Date: April 20, 2011 Subject: Volunteer Program I am writing this memo in response to the email request that you sent me about adding the Center for Non-Violence to our volunteer program. I would like to start off by saying that we here at Dawson & Engels greatly appreciate your input and your interest in expanding our volunteer program to better help the community. However, we are not going to be able to include the program you suggested in our list of company volunteer programs. The reason we cannot include this program is not because of what it currently does, but because of how it’s past may concern certain members of our company. The organization in question has a history of protesting military action in response to political problems. This specific part of the organization's background could offend veterans and the families of soldiers who are currently active. In order to ensure that none of our customers or employees are upset, declining this particular organization seems like the best decision. I understand your reasons for suggesting this organization, because they do a lot of great work with helping to provide conflict resolutions in schools. I have gotten to see how this program works first hand and I agree that it does help out with the vast number of violent outbreaks that are going on in schools. Even though this program could not be added to our company list, I encourage you to help...
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...To: | Executive Committee Members and Harold C. McBride | From: | Andrew M. Fisher, Senior Planning & Development Manager | Date: | March 15, 2010 | Subject: | Internal Audit Discovers $2.3 Million Error in Prior Cost Estimate Report | Earlier this afternoon, our internal auditing department completed their quarterly examination of my division and notified me of a significant, material error that was discovered in the amount of $2.3 million. This multi-million dollar inaccuracy was found during the inspection of financial documents related to the “East Lawn Office Expansion and Renovation Project.” According to preliminary reports obtained directly from the internal auditors, the $2,300,000 error was found on a previously released cost estimate report related to this project. This error will cause the “East Lawn Office Expansion and Renovation Project” to be over budget by $2.3 million and this material error will significantly impact the future of the “East Lawn Office Expansion and Renovation Project” and will also negatively influence the multitude of related projects, initiatives and programs that operate in close proximity to the “East Lawn Office Expansion and Renovation Project.” This “East Lawn Office Expansion and Renovation Project” is an aggressive initiative that falls under the direct control and supervision of the Google Excellence in Internal Operations Team (GEIOT). This team of seasoned industry professionals is composed of talented individuals from...
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...Chowdhury Rashdi Al Rashid (ID: 57) How to Write Negative Messages in a Positive Way? PREPARED FOR: Mr. Zahid Hassan Khan Course Faculty C501: Managerial Communication PREPARED BY: Chowdhury Rashdi Al Rashid ID: ZR57 MBA 45 D Section- A INSTITUTE OF BUSINESS ADMINISTRATION UNIVERSITY OF DHAKA 20 June, 2011 Introduction: Communication in today’s business place has become more complex. And negative message make thing even more complex. A negative message is any message to which the reader will have an unpleasant emotional reaction. Readers find negative messages disappointing or threatening in some way. Such messages require special care to avoid damaging the quality of the relationship because the negative message – “the bad news” will hurt the reader’s feelings or cause him or her to lose face. (C. Bovee 2010) Not all messages saying no are negative. For a message to be negative, the reader’s ego must be involved in the outcome. If a reader requests information you and others in your organization are not equipped to provide, for example, the reader’s feelings will not be hurt when you direct him or her elsewhere. Treat messages of this variety as you would a message conveying positive information: state the most important information first, and use it to help establish rapport with the reader. (Limaye 1997) Also, be aware that saying no is more serious in some cultures than it is in others. The Japanese, for example, will avoid saying no...
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...music to send messages. Sharing information that keeps business and factories running, helping people in trouble, paying bills, transportation, and food supplies, and more. If people continue to rely on text messages and email to communicate, then people would run the risk of never really being understood, which creates the potential for unnecessary conflict. During the past, daily planners determined communication and it is still evolving as a whole new level to communicate to one another. Communication has been emphasized in the future. The field of communication has always been powerful and had its own histories of adapting through time with difference audience of literacy. SMS or short message system was developed in the mid 1980’s that became a method to exchange 160 characters that is received in a mobile phone. An article from EbscoHost, “Mobile Text Messaging: An Emerging Market Tool” by Mannappa Omkareshwar states that in today’s society, text messaging is mostly known by sending messages rapidly. He also states that text messaging one of the examples that involves a system of sending invitation. This has become a popular of communication inside and outside the United States. When having face-to-face conversation we are able to see eye contact, body language, and voice to get the message through immediately. But over the phone, when typing a message with poor grammar, the message will be interpreted in a different way the receiver reads the message. An article...
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...England >upcoming war and the reality what was happen during that time > Many scenes were filmed in the house of an estate built in 1898 Control the attention of viewers pay to the composed images through Continuous motion > filmed using Super 1.85.1 frames to perceived the grandeurs of the location > the use of digital intermediate (DI) on the film to give a larger negative > shooting some scenes with high-speed stocks in lower key light Special techniques > lit up daylight scenes through windows with 18K and 12K pars, which made look like a hot summer sunlight > luster of glimmering reflections contrasted with the shadowy darkness in the house > used filtration behind the lens to softened the look a bit with the use of a black silk stocking >used various settings and actors to separate time building on time passing 1935-1940 >evacuation at Interplay of sound >the playing of a recording mimicking the sounds of a typewriter in various >often used two cameras to vary and cover different scenes and angles, for close-ups, short and medium shots >used three Kodak Vision 2 color negative – depending on scene Editing – building on the material provided by the cinematographer Selectivity – selecting the best shots to incorporate the various periods - segments that establishes timelines – the most powerful, effective, or significant visual and sound effects > period one – begins in 1935 when Briony falsely accuses Robbie of crime he did not commit- setting...
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...to be put in place. Consideration is to be taking when delivering a message to different audiences. The families of the Chilean Miners and the company’s employees are important when communicating something that will change lives. Consideration is important because remembering the different roles of people in the audience. Effective communication is vital. It is relevant the messenger considers and understands the features of the audience receiving the message. For an example, the miners, families, and media are important when the message is in preparation. There are different characters of people in the audience and how they receive the message is important. In this event, the person delivering the message must have readiness for questions and feedback. The potential needs of the family members are to make sure that the family is together when tell the family about the tragedy and the truth regardless of how much information that the team have at that present time. Some line of communication needs to be in place between the team and the families. The families would be told the news first, before the media gets it. The team in charge need to have counselors available and let the families know that everything is coming along. The person who is head of the company needs to show the families that he or she cares about the trapped miners and his or her families. Doing this could take away negative attention that could fall on the company because of the cave in. The...
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...Communication can have both positive and negative effects in terms of feedback from the message being delivered. This can range from the person who is sweating and looking down while he is speaking to the person who is standing tall and confidant while delivering a message to the receiver. Demonstrative communication is not limited to only the sender of the message and often is done by the receiver of the message in the form of feedback through these nonverbal means of communication. Demonstrative Communication Demonstrative Communication is the way in which we speak with our bodies and expressions rather than just our words either written or verbal. In today’s various methods of sending messages to receivers this can be done in person, via Television, or on the World Wide Web. Since the first component of communication is the sender / receiver (Cheeseboro, O’Conor, Rios 2010) and are simultaneously exchanging messages as a “transceiver”. One good example of how demonstrative communication can be effective is during a Presidential election. You will always see the potential candidate standing tall and confidant in the delivery of his or her message. This confidence demonstrates to the voters that the candidate has a strong and powerful presence and would be the best person to the run the country. They may also be in a certain locations that act as a form “persuasion using visual images” and sends a clear message such as a factory or a military base...
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...Demonstrative Communication Javier Vila BCOM/275 12 March 2012 Mariana Antoinette Skinner, PhD Demonstrative Communication The way to transmit information is how we communicate. It must have a person sending a message, the message itself, and finally a recipient. This happens when we exchange information by talking, the way we act, thoughts, signs, or on paper. This could be printed, oral, nonverbal, or an image. We will discuss a few points on how the sender and the receiver can communicate effectively, ineffectively, positively and negatively. Effective Communication Demonstrative communication is the way we send messages in a nonverbal and unwritten way. “Demonstrative communication entails sending and receiving wordless messages” (Nayab, 2010). When we use this frequently it heightens verbal communication regardless of the fact that can get the messages across on its own. Deaf and mute communication (known as sign language) strictly relies on nonverbal communication. The hand and arm signals are coordinated to mean something. Part of this requires facial expressions, and some body and mouth movement. Wearing the right clothing, looking at a person in the eyes while giving a strong handshake, also possessing superior manners can speak volumes during an interview. An individual can rely on these individualities to strengthen his or her oral presentation...
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...| “Don’t Just Talk, Be Heard!” | Midterm Paper | | | 3/25/2012 | ------------------------------------------------- Don’t Just Talk, Be Heard! The book I choose to read for my midterm is entitled, “Don’t Just Talk, Be Heard: Closing the Gap Between What You Say and What People Hear” by David L. Levin. David addresses the issue of the communication gap. The message that is intended might not be the message that is received. In this short little book, which is packed with information on overcoming the communication barrier, the author helps the speaker or leader realize some of the common problems in the process of communication. There are several helpful little tips that will make the speaker more aware of how to connect with people. This applies to preaching as well as working a room during a meeting. It teaches the skills of "handing off," "Listening for emotions," "using enthusiastic vision," and "learning to facilitate instead of dictate." These are all helpful tactics. Also, taught in this book is ways to avoid some of the major communication disconnects. It discusses such topics:"negative assumptions," "talking about yourself," "talking too much," "using jargon," and "defensiveness and blame." Through out the book the author uses several case studies which are a fictionalized composite of people whom he has worked with as a communication coach to better explain what causes communication gaps, to teach practical ways to close them, and to show the differences...
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...Business Communications Trends March 17, 2013 Essentials of Managerial Communication Instructor: Traci Jett Business Communication Trends Communication is a major part of running a successful business. Communication play an important part in dealing with employees and customers in business organizations. There are numerous ways to communicate effectively in today’s society. When asked what role does business communication play in day-to-day activities? Business communication is the most vital part to the success of any organization. The communication between business and customers, and employers and employees today is the heart of a successful organization and those that communicate efficiently whether at the top of the organization or at the bottom is a skill all its own. Business communication appears in various forms and manners each and every day at very moment, someone, somewhere is communicating in the form of emailing, by cellphone, blackberry’s PDA, of laptops are on the top of my list. Businesses often use other forms of communicating with their clients and employees, by using various types of reports, policies and procedures, performance reviews and memo’s to help convey organizational information to the managers, their employees and customers. How does current communication help me manage my daily activities? I personally use different forms of communications, I am required by my employer to constantly communicate with employees and customers, on...
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...Communication Demonstrative Communication can best be described as everything that doesn't involve language. It can be summed up into three basic categories: body, physiology, and nonverbal. It doesn't sound like much, but these three principal components of demonstrative communication say a lot. There also can be many demonstrative communication barriers that get in the way of effective communication. These obstacles can lead to misunderstandings and misinterpretations and could convey negative thoughts to others. Demonstrative Communication involves listening and responding in several ways. Listening and responding depends on who you are talking to and what is being discussed. If you are not listening to someone when they are speaking to you, you may not answer them correctly as to what is being discussed. A lot of our communication is through eye contact, gestures, and facial expressions. Ever heard the saying, "actions, speak louder than words"? People tend to send conflicting verbal and nonverbal messages. Significant problems can arise when someone isn't paying attention to the nonverbal signals they are sending during communication. Nonverbal signals can be visible words. Imagine someone being just too close to you while waiting in line. You might step back a bit to show the person that they are in your personal space. Appearance can also say a lot about an individual. You might assume a man in a suit was tending to some important business. Even how a girl does her hair or makeup...
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...Communication Demonstrative Communication can best be described as everything that doesn't involve language. It can be summed up into three basic categories: body, physiology, and nonverbal. It doesn't sound like much, but these three principal components of demonstrative communication say a lot. There also can be many demonstrative communication barriers that get in the way of effective communication. These obstacles can lead to misunderstandings and misinterpretations and could convey negative thoughts to others. Demonstrative Communication involves listening and responding in several ways. Listening and responding depends on who you are talking to and what is being discussed. If you are not listening to someone when they are speaking to you, you may not answer them correctly as to what is being discussed. A lot of our communication is through eye contact, gestures, and facial expressions. Ever heard the saying, "actions, speak louder than words"? People tend to send conflicting verbal and nonverbal messages. Significant problems can arise when someone isn't paying attention to the nonverbal signals they are sending during communication. Nonverbal signals can be visible words. Imagine someone being just too close to you while waiting in line. You might step back a bit to show the person that they are in your personal space. Appearance can also say a lot about an individual. You might assume a man in a suit was tending to some important business. Even how a girl does her hair or makeup...
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...Wyatt studied 267 U.S. companies and found that those that communicate most effectively provided a 26 percent return to shareholders from 1998 to 2002. Those with the least-effective communication provided a return of 15 percent. Those with more effective communication also had less employee turnover.” (Roebuck, 2006). Communication is a two-way strip. A communication has at least two people involved for there to be a constructive and logical content; the sender, and the receiver. Irrespective of the medium used, the message should be clear and concise, and the technology used for the dissemination of the communication should be appropriate. In addition, the rationale of the message is significant to appropriate feedback. As an administrative assistant, one of my responsibilities was to inform my boss’ five direct reports of upcoming meetings, and events. The medium of sending the messages was through e-mails. Below is the content of three business messages I had the opportunity of sending, and receiving. Note: I would prefer not to use names; instead, I would use job titles. To: Security Managers/Senior Manager Direct Reports From: Justina Ashiedu-Nelson Subject: Habitat for Humanity Date: March 15, 2006 The senior manager has requested to meet with you on March 31st, 2006 at the Blue Room at 10:00 a.m. As a result of time constraint, please conduct a research, brainstorm, and provide suggestions to enable implementation of the department’s contribution to the...
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...communicate on a business level and not just a social level. The first step of the three step process is planning. This step can be broken down into four pieces; analyzing the situation, gather information, selecting the right medium, and organize the information. To break it down it more simple terms, know what your audience needs, find the information your audience needs to know, selecting the source of communication, and selecting an approach to define your main idea (Karimbriscoe, 2012). The second step of this process is the actual writing of the message. This part of the process can be broken down into two parts. First is to adapt to your audience. This can be done by using a “you” attitude, politeness, positive emphasis, and unbiased language (Karimbriscoe, 2012). It is also important at this point to build a strong relationship with the audience by establishing credibility. The second part to this step is composing the message by choosing strong words and using...
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